Applying for a Schengen visa through an external agency which is officially commissioned by the respective German Embassy or Consulate to handle Schengen visa applications.
Why is this a thing?
If non-EU nationals want to come to Germany and Germany will be the main travel destination in the Schengen area, they must apply for a Schengen visa through the German Embassy or Consulate in the country they are based in (or the country you are a citizen of).
There are a few countries for which Germany does not offer consular services. In these cases, the website of the Federal Foreign Office needs to be checked to find out which German diplomatic mission abroad is responsible for issuing Schengen visas.
In some countries, the German Embassies and Consulates have commissioned external service agencies to carry out a kind of pre-processing of applications for Schengen visas.
Before starting the Schengen procedure, the applicant always should check whether the application process is handled by the Embassy or Consulate itself or by the commissioned external service agencies. This is stated on the websites of the German Embassy or Consulate of the country from which one applies. If external agencies are commissioned to handle Schengen visa applications, this is always explicitly mentioned on the website.
This procedure is used by more than 40 countries, both EU countries (for third-country nationals living there) and non-EU countries.
Is it always the same agency?
No, there are different agencies. However, there are three major ‘players’ that are commissioned to handle Schengen visa applications for several countries each: VFS Global, TLScontact, and Visametric. The Embassies always commission only one agency per country. Schengen visa applications from Turkey are processed through iData (only commissioned for Turkey).
What do the agencies do?
The agencies check whether the applications include all the required documents and then accept their submission. They are responsible for recording the biometric data and forwarding everything to the Embassy or Consulate. The agencies are not responsible for evaluating the content of the applications. They do not make any decisions. The decisions are made by the caseworkers of the Embassies and Consulates.
What problems can arise?
Sometimes agencies might tell that it is too early to apply and might offer an appointment e.g. only one month before the planned trip. However, in practice, one month can be too late to get the confirmation on time. Unfortunately, many trips are cancelled for this reason.
Solution: Applications for Schengen visas can be submitted up to 6 months before travelling (as defined in the latest update of the Visa Code). The applicant can insist on the right to apply in the mentioned time spans and the agencies must accept. If an application is submitted a few months before travelling the chances of an evaluation on time are much higher.
Sometimes, agencies might tell that the documents are not complete and that the application cannot be submitted. Sometimes they refer to documents that are not mandatory (e.g. declaration of commitment) and indicate that the application won't be approved.
Solution: Unfortunately, the caseworkers at the agencies don’t always have a broad knowledge of the rules of the Visa Code. To be sure about the documents, double-check the websites of the respective Embassy or Consulate and check our guide.
If an applicant is certain that all the required documents have been forwarded, he or she can insist on submitting the application and the agency must forward it to the Embassy or Consulate.
The agencies might not inform the applicant about documents that are not required, but that are crucial to getting approval. One of the main aspects in favour of a positive decision is a “positive return prognosis”. To this end, proof must be provided that the applicant is rooted in the country of residence and will return after the temporary short stay in the Schengen area.
Solution: Check the information on this topic on our website and/or get in touch with fellow artists or cultural professionals who have a broad “Schengen history”.
The agencies might offer ‘mandatory’ extra services for rather high fees, e.g. for ‘VIP’ or ‘Premium’ packages. Sometimes, fees are also charged if required documents are submitted later.
Solution: To avoid these fees, we recommend handing in the application as early as possible and always double-checking through the abovementioned sources if the application is complete.
Note: If one applies at a very late stage (e.g. 3 weeks before travelling) a VIP or Premium package does not guarantee that the applicant will get feedback on time.
In general: It is the caseworkers at the Embassies and Consulates who make the decisions, not the agencies!
It is possible to contact the Embassy or Consulate if something feels odd or you have the impression that rights are violated within the given legal framework.